Higher Education

How to Manage a Campus With Management Software

Campus Management

What goes into operating and managing a university or school campus? There are so many departments, staff members, counselors, administrators, teachers, current students, not to mention all the staff and leaders within each department as well as alumni students. Then there are also other administration offices and branches with numerous departments in other physical locations, assuming the university or school has more than one campus or location.

How can a university manage all of that and be able to maintain communication between all of the staff, administrators, teachers, and students? They need to be able to exchange information with each other in order to keep things running smoothly. This can be a major undertaking and not just internally. 

Many times, there is a need to be able to communicate and exchange data with other universities and their departments for a number of reasons. It could be information on a particular student who may be transferring or on a former staff member that they are considering hiring. The only possible way to manage this type of communication and exchange of information is through some type of software. We are no longer in the dark ages. We are in the age of information where it is vital that data be accessed and accessed quickly. Everything these days has to be done quickly in order to keep up with the times. Deadlines have to be met.  In order to accomplish this, it is necessary for all the departments, offices, branches, and other colleges to be networked together in some way. Campus management software can help accomplish that.

The Purpose of a Campus Management System

A good campus software system will be able to automate and connect all the different departments throughout the campus and even beyond to other campus locations. With this type of system in place, it lessens the need to hire as many outside assistants and staff, which saves money as well as time. It also reduces the need for paper document filing.  

There are various modules for the different departments – some designated for administrators, some for teachers, some for other staff members, and some for students. With these different modules, administrators can access the information that they need within that department. Teachers can access the modules that they need for teaching their students such as exam information, grading systems, attendance records and spreadsheets, lesson plans, etc. Even the library has its own modules for keeping records of all the books and other resources that get checked out and the students who checked them out, etc. Cafeterias can use their department modules for keeping up with and documenting the students’ meal plans (crediting and debiting their accounts as they use them).

Admission and financial aid departments can manage students’ tuition and fees accounts by utilizing the modules that are set up for them to access. As a student pays their fees, their account gets credited and financial aid administrators and/or admissions office staff can access that information when necessary.

The main focus of a good campus management system is to link all the departments together into one large network, and then manage the data that they input into the system. This makes it easy for one department to communicate with another department. From this system, emails can be generated and sent out to students, other staff members, or even family members of the students when needed.

What Campus Management Software Can Do

Software systems can also be customized to meet specific needs of the campus such as generating reports. Depending on the users that need to access the data in the system, some users may only have limited access while others may have full access. This is necessary in order to protect and ensure the privacy of those in the system, as well as keeping the database secure from unlawful use.

With the help of modern technology and special software that is designed for the purpose of managing a college, you can succeed in managing your university in a more efficient manner. Using a centralized platform helps to bridge the communication between teachers, students, and other essential staff and departments.  

Prospective students can submit application documents, and other admission paperwork, by uploading them into the system, which saves time, postage, and money. This is extremely helpful when students are applying to numerous colleges and universities. It also makes it easier to meet application deadlines.

Once prospective students have been accepted; they (as well as current students) can register for their classes online through the system. They can communicate with their advisors through the email process. Each department’s advisors and instructors will have email contact information for this purpose. Students no longer have to meet with them face-to-face. 

This is especially helpful for those who take online classes. Instructors can set up online lectures for their students when they are unable to hold in-person classes. Having a digital system in place is particularly useful today; especially with all that is going on with Covid restrictions (having to limit in-person classes or gatherings). Assignments can be turned in through a system such as Blackboard and then graded by the instructors. Test scores, grades, and important dates can also be accessed not only by teachers, but also by students and related staff members, through these various campus management software platforms.   

There are so many departments that can benefit from this software. Campus bookstores can keep up with their inventory of books and supplies to be able to better manage ordering new shipments. Human Resources can manage employee and other staff records for more effective hiring as well as payroll information. Applications and resumes can be kept on file in a digital format. 

Two of some of the most popular software programs available are My Class Campus and Edumaat.  Both of these have some awesome features that can help manage any campus efficiently.

My Class Campus – Features Offered

My Class Campus is a full-featured software with a dynamic self-managed website.  Here are just a few highlights of the many features they offer:

Institute Management

This is the main feature of the platform. It gives you basic step-by-step instructions to set up the primary base for your campus. There are six sections under this feature to help you get started: account details, institute setup, user management, rights management, bulk registration, and global import. Under the account details is where you would set up user modules for the different branches. Institute setup is for setting up the in-house departments on a fully digital system, while user management is for setting up individual user access with the permissions that you want them to have. With rights management, you can control user rights by allowing or banning unwanted users. Bulk access is used on an as-needed basis for students and parents and global import is for importing widely used lesson-planning structures.

Fees Management

With this feature, you can manage all of a student’s fees including fee reminders, fee receipts, reports, and more.

Learning Management System (LMS)

This is a great feature for instructors to use. With this system, they can manage class scheduling, attendance, share content such as videos and documents, create and view E-assignments with due dates, set up tests including test scores and map them with report cards, and so much more.

Library Management

A completely digital library system that keeps track of all the books and resources in the library. Each book has a barcode on it which makes it easier to check them in and out.  

Edumaat – Features Offered

Edumaat is also a comprehensive software that has many of the same features as My Class Campus. Here are a few additional features that they offer:

Event Management

This feature allows you to schedule events, assign specific tasks to staff members, send out automatic reminders, and share multimedia. Event information is viewable in the academic calendar.

Transport Management

A system that helps you manage bus details such as bus driver profiles, time schedules, route schedules, vehicle maintenance, delay notifications, and much more.

Sickroom Management

Manage sickroom reports, student health reports, history of visits, actions taken, and automated notifications.

Find the Right Software

There are many more available software products that you can choose from besides these. As you can see, though, by looking at the list of features, they are very comprehensive. With so many features and options, the possibilities are endless. All of your staff, staff assistants, board members, faculty, students, employees, instructors, and even down to your cleaning crew can be covered under one umbrella. No department will be left out. Do your research and find the software that is right for you and your university.

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